Expense Receipt Google Folder

Create a New Google Folder on a Computer

You will need to create a New Google Folder for each Expense Submission Form you Submit. 

To Create a New Google Folder from your Computer: 

1. Log in to your reliant email address at gmail.com.
2. Once logged in, in the upper right corner find the Google Apps Icon () and select the Drive app(). 
3. On the left-hand side of Google Drive click the + New button and select the New Folder option.
4. Name the New folder "First Name Last Name Month and Year Receipts" (i.e. Jim Halpert May 2023 Receipts) and click Create 
   • If you are submitting multiple Expense submission forms for the same month add a number to the file number (i.e. Jim Halpert May 2023 #1 Receipts)

Here is a 3 minute video on how to Create a New Google Folder on a Computer:

Create a Google Folder on a Mobile Device

Google Drive has an app you can download onto your phone so you can easily take a picture on your phone of receipts and then upload the picture to a shared Google Drive folder using the app from your phone.  If you have not yet downloaded Google Drive to your Mobile Device you will need to do so. The below concepts are the same for all Google Drive users, but some of the specific instructions were written with iPhone users that are using the Google Drive app in mind. 

To Create a New Google Folder from your Mobile Device Using the Google Drive App: 

1. On your Mobile phone or tablet, open the Google Drive app. ()
2. Login with your reliant email address or confirm you are logged into your reliant account by clicking on the icon in the top right corner of the drive app and selecting the correct google account. 
3. Click the  in the bottom right corner and choose Folder.
4. Name the New folder "First Name Last Name Month and Year Receipts" (i.e. Jim Halpert May 2023 Receipts) and click Create 
   • If you are submitting multiple expense submission forms for the same month add a number to the file number (i.e. Jim Halpert May 2023 #1 Receipts)

To save a receipt as a PDF from your computer so it can be uploaded to your google folder for submission:

1. Open the receipt / invoice from your email or website you made a purchase 
2. Choose to print the receipt / invoice (this can be done by selecting Ctrl + P on a PC computer, Command + P on a Mac, or right clicking the item and selecting Print)
3. In the Printer options page change the destination from a printer to Save as PDF
4. Click Save 
5. Name the file and choose where on your device you would like to save it

Please consider naming your receipt PDF according to the following naming convention, to aid the Reimbursements Team in faster processing. (Date, Name of Expense, Cost)

Here is a short video on how to save Receipts as PDF files for submission
 

To save a receipt as a PDF from your email so it can be uploaded to your google folder for submission:

1. Open the email with the receipt
2. Choose to print the receipt / invoice (this can be done in Microsoft Outlook by clicking File > Print  or in Mail by clicking the actions icon () in the upper right corner and select Print) 
3. In the Printer options page change the destination from a local printer to Microsoft Print to PDF
4. Click Print
5. Name the file and choose where on your device you would like to save it 
6. Confirm the file Save as type is set to PDF Document (*.pdf)
7. Click Save

Here is a short video on how to save emails as PDF files for submission

Add Receipts to Google Folder on a Computer

Once you have created your google folder you are going to need to add any receipts for submissions over $75 to this folder. This step is assuming that you already have your receipts saved on your computer. You will not need to send Reliant the physical receipt or save the receipts, but you will need to make sure the picture is high enough quality for Reliant to be able to read the letters and numbers (and make sure the entire receipt is in the photo or PDF) before disposing of the receipt. 

To Add Receipts to the Google Folder from your Computer: 

1. Find your newly created folder in your Google Drive. This folder should show under My Drive.
2. Drag and Drop Files into this folder or click the + New button and select File Upload 
3. Once selecting your file to upload click Open

Here is a short video on how to add receipts to the newly created Google Folder:

Add Receipts to Google Folder on Mobile Device

Once you have created your google folder you are going to need to add any receipts for submissions over $75 to this folder. These instructions assume that you have already taken pictures of your receipts and have them stored on your phone. You will not need to send Reliant the physical receipt or save the receipts, but you will need to make sure the picture is high enough quality for Reliant to be able to read the letters and numbers (and make sure the entire receipt is in the photo or PDF) before disposing of the receipt. 

To Add Receipts to the Google Folder from your Mobile Device: 

1. On your Mobile phone or tablet, open the Google Drive app. ()
2. Find your newly created folder in your Google Drive. This folder should show in the app.
3. Click the  in the bottom right corner and tap Upload 
   • You may receive a message that says "Drive" Would Like to Access Your Photos select the Allow Access to All Photos
4. Find and select the photos of receipts / invoices you would like to upload and then click Upload
5. Once selecting your file to upload click Open

   TAKE A PHOTO OF THE RECEIPT. The easiest option would be to take a picture of the receipt with your phone and then upload the picture to Google Drive from your phone (directions above). There are also a few other ways to take photos and save multi-pages into one PDF or create a PDF from receipts embedded in emails shown in the Receipts dropdown below. 

   Receipts

   • If you have a photo on your phone but you are unable to use the Google Drive app to upload it, you can email the photo to yourself and then upload the photo attached to the email straight to Google Drive on your computer (see instructions below for dragging and dropping a file) or if the photo is embedded in the email you can turn the email with the receipt information/photo into a PDF.
   • If you have a receipt or photo that is embedded in the body of an email (such as a flight/rental car/hotel) you can select FILE and PRINT on the email and instead of printing to a printer, use the drop-down printer option to select MICROSOFT PRINT TO PDF. You will then have the email contents saved as a PDF that you can easily upload into the Google Drive folder.
   • You can also use a Microsoft app called Microsoft Lens to take photos of individual receipts or use it to create one PDF by taking pictures of multiple printed individual receipt pages. Once you take the photo(s) and save them together as one PDF to your phone.

    

Share the Google Folder link on the Expense Submission Form

After you have uploaded all of your receipts to the Google Drive folder and you have begun to fill out a new expense submission form, you will need to copy the link from the Google Drive folder and paste it onto the expense submission form. 

To Share the Google Folder Link on the Expense Submission Form: 

1. Open the google drive folder that you have uploaded your receipts to
2. Click the information icon () in the top right of the drive folder 
3. Under Details where is says "Who has access" and click the Manage Access button
4. When the Share "folder name" pop up comes up click the Restricted Drop down under General access and choose "Anyone with the link" option
5. On the Viewer drop down (to the right of the Anyone with the Link) click it and select the Editor option
6. Click the Copy Link button in the bottom left corner to copy the link to this drive folder and then click Done
7. On the Expense Submission form that you have filled out, under the Form Submission section paste the link you just copied into the Receipt Confirmation field

Here is a short video on how to add your Google Folder to the Expense Submission Form: